03 - Minutes Regular Board Meeting 2014-09-25 C OSTA M ESA S ANITARY D ISTRICT M INUTES OF B OARD OF D IRECTORS R EGULAR M EETING S EPTEMBER 25, 2014 ______________________________________________________________________ C ALL TO O RDER The Board of Directors of the Costa Mesa Sanitary District met in r egular session on September 25 , 2014 at 5 :3 0 P.M . at 628 W. 19 th Street , Costa Mesa . P LEDGE OF A LLEGIANCE I NVOCATION R OLL C ALL D IRECTORS P RESENT : D IRECTORS A BSENT : President Ferryman led the Pledge of Allegiance. Vice President Scheafer led the Invocation. James Ferryman, Michael Scheafer, Robert Ooten, Art Perry, Arlene Schafer None S TAFF P RESENT : Scott Carroll, General Manager ; Colin Burns , Deputy District Counsel; Robin Hamers, District Engineer; Wendy Davis, Finance Manager ; Noel ani Middenway, District Clerk; Marc Davis, District Treasurer, Javier Ochiqui, Management Analyst O THERS P RESENT : Dean Ruffridge , CR&R C EREMONIAL M ATTERS AND P RESENTATIONS – None A NNOUNCEMENT OF L ATE C OMMUNICATIONS – None P UBLIC C OMMENT S – Preside nt Ferryman invited members of the public to address the Board. Seeing no one, President Ferryman closed public comments. C ONSENT C ALENDAR
C OSTA M ESA S ANITARY D ISTRICT P AGE 2 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD S EPTEMBER 25 , 2014 ______________________________________________________________________ 1. Board of Directors Special Meeting Minutes of August 4 , 2014 2. Board of Directors Study Session Meeting Minutes o f August 18, 2014 3. Board of Directors Special Meeting Minutes of August 18, 2014 4. Board of Directors Regular Meeting Minutes of August 28 , 2014 5. Occupancy report and payment to CR&R Environmental Services 6. Contract Payment to CR&R Environmental Servi ces for Recycling and Disposal Services 7. Adoption of a Warrant Resolution No. CMSD 2015 -0 3 Approving District Warrant Registers 8. Directors’ Compensation and Reimbursement of Expenses 9. Investment Report for the Month of August 2014 10. Sewer Lateral Assist ance Program (SLAP) Update The Board of Directors Special Meeting Minutes of August 4 , 2014 , was approved as presented. The Board of Directors Study Session Meeting Minutes of August 18, 2014, was approved as presented. The Board of Directors Speci al Meeting Minutes of August 18, 2014, was approved as presented. The Board of Directors Regular Meeting Minutes of August 28 , 2014, was approved as presented. The occupancy report and payment to CR&R Environmental Services for the month of August 2014 in the amount of $192,525.84 was approved as presented. The Board of Directors approved payment to CR&R Environmental Services for recycling and disposal services for the month of August 2014. The Board of Directors approved adoption of Warrant Resolutio n No. CMSD 2015 -0 3 Approving District Warrant Registers for the month of August 2014 in the amount of $807,390.89. The Board of Directors approved Directors' compensation and reimbursement of expenses for the month of August 2014. The Investment Report f or the month of August 2014 was approved as presented. The Board of Directors approved the SLAP report as presented.
C OSTA M ESA S ANITARY D ISTRICT P AGE 3 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD S EPTEMBER 25 , 2014 ______________________________________________________________________ E ND OF C ONSENT C ALENDAR Secretary Perry moved to approve the consent calendar. Vice President Scheafer seconded the motion. MOTIO N CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None P UBLIC H EARINGS - None G ENERAL M ANAGER ’S R EPORTS 11. Shared Services from Orange County San itation District (OCSD) – Human Resources & Risk Ma nagement Recommendation: That the Board of Directors authorizes the General Manager to proceed using OCSD staff for human resources and risk management functions. Scott Carroll, General Manager, reported that OCSD has offered to contract their S enior Human Resources Analyst to CMSD to provide Human Resources and Risk Management services due to the vacancy of the Administrative Services Manager position . Mr. Carroll noted that the OCSD Board of Directors unanimously supported and voted in favor of t he shared service effort. Discussion followed regarding the hours and duties of the contracted individual. Vice President Scheafer suggested that staf f contact SDRMA to acquire risk management assistance if necessary. There were no additional qu estions or comments. The Board of Directors authorized the General Manager to proceed using OCSD staff for Human Resources and Risk M anagement functions. 12 . Pacific Data Electronic (PDE) – Second Amendment to the Agreement Recommendation: That the Board of Directors: 1. Approve the Second Amendment to the Agreement with PDE for $1,020; and
C OSTA M ESA S ANITARY D ISTRICT P AGE 4 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD S EPTEMBER 25 , 2014 ______________________________________________________________________ 2. Authorize the General Manager to execute the Second Amendment and any other amendment thereafter where the total amount does not exceed $5,000. General Manager Car roll requested that the Board approve the second amendment with PDE as the amount requested, although small, extended beyond his auth ority to approve change orders that exceed 1 0 percent of the total contract amount and requires that the Board approve the requested amount. Mr. Carroll also requested Board approval of $5,000 for unforeseen work that may need to be completed. President Ferryman suggested revising the policy to expand the General Manger’s authority. The Board directed the General Manager to place the review of the policy of the General Manager’s contract approval authority on a future study session agenda. Assistant Secretary Perry moved to approve the recommendation. Director Schafer seconded the motion. MOTION CARRIED BY THE FOLLOW ING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None 13. Health Benefit Contribution Recommendation: That the Board of Directors approves a “Cafeteria Bucket” for Employee plus One Dependent health plans in the amount of $999.00 per month. Assistant Secretary Ooten moved to approve the motion. Vice President Scheafer seconded the motion. Discussion followed regarding whether or not all employees will be able to utilize the employee plus one health plan benefit. Gen eral Manager Carroll noted that it is available to all employees and would be effective immediately. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None
C OSTA M ESA S ANITARY D ISTRICT P AGE 5 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD S EPTEMBER 25 , 2014 ______________________________________________________________________ 14. California Assembly Bill No. 1594 (D -Williams) – Waste Management Recommendation: That the Board of Directors receive and file this report. General Manager Carroll provided a status update of California Assembly Bill No. 1594. Discussion followed regarding the diversion of organic wa ste of grocery stores and restaurants, and regulating multi -family residential disposal. Vice President Scheafer suggested that a press release be published upon the finalization of AB 1594 to update the residents on the measures that the District is tak ing to comply. There were no additional questions or comments and the report was received. E NGINEER ’S R EPORTS 15. Project Status Report Recommendation: That the Board of Directors receive and file the report. There were no questions or comment s and the report was received. 16. Project #196 -A Installation of Backup Power and Pumping Capability at Elden,Victoria and Mendoza Pumping Stations Recommendation: That the Board of Directors approves the following action: 1. Accept improvements as co mpleted and file a Notice of Completion. 2. Authorize payment of 5% retention 35 days after Notice of Completion is recorded. 3. Exonerate Labor and Material Bond after Notice of Completion is recorded and exonerate Faithful Performance Bond one year after Notic e of Completion is recorded. Vice President Scheafer moved approval of recommendations 1 through 3. Director Schafer seconded the motion. Director Perry requested that the Board tour the pump station facilities. Discussion followed regarding repairs o f grade four sewer lines. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None
C OSTA M ESA S ANITARY D ISTRICT P AGE 6 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD S EPTEMBER 25 , 2014 ______________________________________________________________________ T REASURER ’S R EPORTS - None A TTORNEY ’S R EPORTS - None L OCAL M EETINGS A. Orange County Sanitation District (O CSD) – (Assistant Secretary Ooten ) Recommendation: That the Board of Directors accepts oral report. President Ferryman reported on his attendance of the meeting and noted that the Board unanimously voted in favor of the shared services between OCSD an d CMSD for Human Resources and Risk Management. He also reported on contracts and union negotiations. Assistant Secretary Ooten discussed a risk analysis performed for security services at OCSD. B. Santa Ana River Flood Protection Agency (SARFPA) – (Se cretary Perry) Recommendation: That the Board of Directors accepts oral r eport. Secretary Perry reported that the Santa Ana Regional Interceptor (SARI ) line is complete and operational, funding of the sewer line, update on the status of the draft Wes tminster/East Garden Grove flood risk assessment study should be ready by June of 2015. C. Independent Special Districts of Orange County (ISDOC) – (Vice President Sch e afer) Recommendation: That the Board of Directors accepts oral report. Vice Preside nt Scheafer complimented on General Manager Carroll’s involvement in the CSDA General Manager mentoring and coaching program that he is involved in, LAFCO updates, and speakers for the ISDOC quarterly meetings. D. California Special Districts Association (C SDA) - (Vice President Scheafer) Recommendation: That the Board of Directors accepts oral report. Vice President Scheafer reported that the Board will be attending the CSDA annual conference in Palm Springs during the last week of September. E. Special D istrict Risk Management Authority (SDRMA) – (Vice President Scheafer) Recommendation: That the Board of Directors accepts oral report. Vice President Scheafer reported on his attendance of the SDRMA conference.
C OSTA M ESA S ANITARY D ISTRICT P AGE 7 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD S EPTEMBER 25 , 2014 ______________________________________________________________________ F. Other Meetings Qualifying for Reimburseme nt under CMSD Ordinance No. 55, Operations Code Section 3.01.030 Recommendation: That the Board of Directors accepts oral report. Direc tor Schafer reported on her attendance of the Districts special meeting, study session and regular meeting, the CASA (C alifornia Association of Sanitation Agencies) conference, the Chamber of Commerce breakfast and WACO meeting. Assistant Secretary Ooten reported on his attendance of the WACO (Water Advisory Committee of Orange County) meeting, OCSD operations committee meeting, and the Liaison Committee meeting. O LD B USINESS - None N EW B USINESS - None 17. Election of Independent Special District of Orange County (ISDOC) Officers Recommendation: That the Board of Directors direct President Ferryman to cast a vote on behalf of the Board of Directors for the Election of ISDOC Officers. Secretary Perry made a motion to approve the recommendation. Director Schafer seconded the motion. Discussion followed. MOTION CARRIED BY THE FOLLOWING VOTE: Ayes: Ferryman, Scheafer, Perry, Ooten, Schafer Noes: None Absent: None Colin Burns, Deputy District Counsel, noted that there are multiple positions on the ballot with one person nominated to each position that require a vote. Secretary Perry noted that his motion w as to direct the President to vote the slate as presented. There were no additional questions or comments. O RAL C OMMUNICATIONS AND D IRECTOR C OMMENTS Secretary Perry requested that the process to place items on the agenda be discussed at a future stud y session. Vice President Scheafer discussed manhole rehabilitation and suggested placing
C OSTA M ESA S ANITARY D ISTRICT P AGE 8 M INUTES OF THE B OARD OF D IRECTORS R EGULAR M EETING H ELD S EPTEMBER 25 , 2014 ______________________________________________________________________ barricades over the manholes being worked on. He also addressed comments that were made at a City Planning Commission regarding trash collection at multi -single fam ily developments. Assistant Secretary Ooten discussed potential capacity issues for new developments. Secretary Perry requested that a discussion regarding the servicing of new developments be placed on a future study session agenda. Robin Hamers, Di strict Engineer, noted that the District has not declined solid waste service to any resident or development. A DJOURNMENT There being no further business to come before the Board, President Ferryman adjourned the meeting at 6:15 P.M. _________________________ _________________________ Art Perry James Ferryman Secretary President